FINANCIAL STATEMENTS-I

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You have learnt the meaning of the financial statements and the need to prepare these for the business organisations. You have also learnt the format of these statements and the important items that are recorded in these statements. You would now like to learn how to prepare these statements. You know Trial Balance is the basis of preparation of these statements. Every business organisation prepares the financial statements i.e. Trading and Profit and Loss A/c and the Balance sheet.

In this lesson you will learn how to prepare these statements.

OBJECTIVES

After studying this lesson you will be able to :

l prepare Trading Account and Profit and Loss Account; l explain the Balance Sheet as per format;

l appreciate the marshalling of Balance Sheet; l classify the assets and liabilities;

l prepare Balance Sheet.

14.1 PREPARATION OF TRADING ACCOUNT AND PROFIT AND LOSS ACCOUNT

You have already learnt the meaning and format of Trading Account and Profit and Loss Account. You have also learnt how to make journal entries to transfer relevant ledger balances to Trading Account and Profit and Loss Account. Now you will learn the various steps to be followed in preparing these statements.

14

FINANCIAL STATEMENTS-I

Financial Statements for Profit and Not for Profit Organisations

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Notes

Financial Statements for Profit

and Not for Profit Organisations _{Steps to be followed while preparing Trading Account}

A. Debit side

(i) We write the amount of opening stock (In case of a new firm there will not be any opening stock).

(ii) We write the amount of purchases Out of this purchases returns or returns outward is deducted. Purchases may be cash or credit or both.

(iii) Then we write the direct expenses such as carriage inward, wages, power, etc.

B. Credit side

(i) We write sales. Sales return or returns inward is deducted from the sales to get the net sales figure. Sales may be cash or credit or both.

(ii) Closing stock is the next item.

C. Ascertaining Gross Profit/Gross Loss

Finally Trading Account is closed by calculating the difference of the two sides. If credit side exceeds the debit side, the difference is written as Gross Profit on the debit side of the Trading A/c. In case debit side is more than the credit side, the difference amount is termed as ‘Gross Loss’ and is written on the credit side of the Trading A/c.

Total of Debit column > Total of credit column ⇒ Gross profit

Total of credit column > Total of debit column ⇒ Gross loss

Steps to be followed while preparing Profit and Loss Account A. Debit side

(i) Gross Loss, if any, transferred from Trading A/c is written as the first item.

(ii) Next all items of revenue expenses and losses are written. These items may be salaries, rent paid, depreciation, etc.

B. Credit side

1. Gross Profit transferred from Trading A/c is the first item.

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Notes C. Ascertaining Net Profit/Net Loss

The next step is to get the balance. If credit side is more than the debit side the difference in amount is written as Net Profit. If debit side exceeds the credit side, the difference is Net Loss. This amount is transferred to Capital Account.

Total of Debit side > Total of credit side ⇒ Net profit

Total of credit side > Total of debit side ⇒ Net loss

Illustration 1

From the following information of M/s Nand Lal & Bros. for the year ending 31st March, 2006 prepare Trading A/c and Profit and Loss A/c for the year ended 31st March, 2006.

Rs Rs

Stock 1.4.2005 5800 Sales 72000

Purchases - cash 42000 Return Inward 2000

Purchases - credit 18000 Interest on Investment 1500

Freight Inward 1800 Discount Received 1200

Wages 4500 Closing stock 7200

Carriage on Sales 800 Telephone Charges 1600 Electricity Expenses 1200 Office Rent Paid 6000

Salaries 8000

Depreciation 1400

Solution :

Books of M/s Nand Lal & Bros. Trading A/c

for the year ended 31st March, 2006

Dr. Cr.

Particulars Amount Particulars Amount

Rs Rs

Stock (1.4.2005) 5800 Sales 72000

Purchases Less Return Inward 2000 70000

Cash 42000 Closing stock 7200

Credit 18000 60000

Freight Inward 1800

Wages 4500

Gross profit transferred to

Profit and Loss A/c 5100

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Notes

and Not for Profit Organisations _{Profit and Loss A/c}

for the year ending 31st March, 2006

(Rs) (Rs)

Carriage on sale 800 Gross Profit transferred 5100 from Trading A/c

Telephone charges 1600 Interest on Investment 1500 Electricity Expenses 1200 Discount Received 1200 Office Rent 6000 Net Loss transferred 11200

to capital A/c

Salaries 8000

Depreciation 1400

19000 19000

Illustration 2

Prepare Trading A/c and Profit and Loss A/c of Raman Irani from the following balances for the year ending 31st March, 2006.

Rs Rs

Opening Stock 14600 Trading Expenses 1450

Purchases 68700 Discount allowed 1250

Sales 85300 Discount Received 800

Return outward 2200 Bill Receivables 4500

Carriage Inward 2100 Debtors 16800

Capital 50000 Closing stock 28700

Drawings 12000

Insurance 1600

Advertisement 2400

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Notes Solution :

Books of Raman Irani Trading A/c

for the year ending 31st March, 2006

Dr. Cr.

Rs Rs

Opening Stock 14600 Sales 85300

Purchases 68700 Closing stock 28700

Less Return outward 2200 66500

Carriage Inward 2100

Gross profit transferred to

Profit and Loss A/c 30800

114,000 114,000

Profit and Loss A/c

Dr. Cr.

(Rs) (Rs)

Insurance 1600 Gross Profit transferred 30800 from Trading A/c

Advertisement 2400 Discount Received 800

Salesmen’s salaries 5200

Trading Expenses 1450

Discount allowed 1250

Net Profit transferred to 19700 capital A/c

31600 31600

INTEXT QUESTIONS 14.1

Write the name of the Account (Trading A/c, Profit & Loss A/c) and the side (debit credit) against the items given below to which these are taken:

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Notes

and Not for Profit Organisations _(iii) _{Interest on Investment} _... _...

(iv) Custom duty ... ... (v) Fuel & Power ... ... (vi) Sales ... ... (vii) Salaries ... ... (viii) Rent from tenant ... ...

14.2 BALANCE SHEET

Apart from Trading Account and Profit and Loss Account, Balance Sheet is another financial statement that is prepared by the every business firm. Balance sheet is a statement which shows the financial position of a business organisation on a particular date which is generally the last date of the accounting period. Financial position of a business unit is the amount of claims against the resources of business. These resources are cash, stock of goods, furniture, machinery, etc. The claims include the claims of the owner capital and the claims of outsiders such as creditors, bankers, etc. Therefore, it can be stated that Balance Sheet is the statement which shows assets owned by the business and liabilities owed by it on a particular date. Balance Sheet is not an account. It has two sides. (i) Assets side and (ii) the Liabilities side. The Asset side has a list of fixed as well current assets. The liabilities side has a list of items of capital, long term as well as short term liabilities.

Need

1. Balance Sheet is prepared to measure the true financial position of a business entity at a particular point of time.

2. It is a systematic presentation of what a business unit owns and what it owes.

3. Balance Sheet shows the financial position of the concern at a glance. 4. Creditors, financiers are particularly interested in the Balance Sheet of a concern so that they can decide whether to deal with the concern or not.

Marshalling of Assets and Liabilities

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Notes

Assets refer to the financial resources of the business and can broadly be divided into Current Assets and Fixed Assets, Liabilities denote claims against the assets of the business. Liabilities can be of two types owners liability or capital and outsiders liabilities such as creditors, bills payable, Bank Loan etc.

There is no prescribed form of a Balance Sheet in which it should be prepared by a sole proprietary business or a partnership firm. However, an order is generally maintained in which assets and liabilities are written. This is to maintain uniformity/consistency which facilitates comparative analysis for decision making. Balance sheet may be prepared in any of the following orders :

(a) Liquidity order (b) Permanency order

(a) Liquidity order

Liquidity means convertibility of assets into cash. Every asset cannot be converted into cash at the same degree of ease and convenience. Assets are written in the order of their liquidity, Assets of highest liquidity is written first and next highest follows and so on. Similarly, liabilities are also written in this very order. Short term liabilities are written first and then long term liabilities and lastly the capital.

A specimen of the balance sheet prepared on the basis of liquidity order is given below :

Balance Sheet of M/s ... As on ...

Liabilities Amount Assets Amount

Rs Rs

Bank overdraft xxxx Cash in hand xxxx

Outstanding Expenses xxxx Cash at bank xxxx Prepaid expenses xxxx Investments (short term) xxxx

Bill payables xxxx Bill Receivables xxxx

Sundry creditors xxxx Sundry Debtors xxxx

Loans xxxx Closing stock xxxx

Capital xxxx Investments xxxx

Add Net Profit xxxx Furniture xxxx

Less drawings xxxx Plant & Machinery xxxx Land & Building xxxx

Goodwill xxxx

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Notes

and Not for Profit Organisations _{(Investments on short term basis are marketable securities; they form part}

of current assets.)

Permanency order

While following the order of permanency, assets, which are to be used permanently i.e. for a long time and not meant for resale are written first. For example, Land and Building, Plant and Machinery, furniture etc. are written first. Assets which are most liquid such as cash in hand is written in the last. Order of liabilities is similarly changed. Capital is written first, then the long term liabilities and lastly the short term liabilities and provisions and Specimen of a Balance Sheet that can be prepared in the order of permanency is as follows :

Balance sheet of M/s ... As on ...

Liabilities Amount Asset Amount

Rs Rs

Capital xxxx Goodwill xxxx

Add : Net profit xxxx Land & Building xxxx Less : Drawings xxxx xxxx Plant & Machinery xxxx

Loans xxxx Furniture xxxx

Sundry creditors xxxx Investments xxxx

Bills payable xxxx Closing stock xxxx

Outstanding expenses xxxx Sundry Debtors xxxx Bank overdraft xxxx Bills Receivables xxxx Investments (short term) xxxx Prepaid expenses xxxx

Cash at bank xxxx

Cash in hand xxxx

xxxx xxxx

[In case of joint stock companies balance sheet is prepared as per schedule VI of the Companies Act 1956]

Illustration 3

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Notes

Rs Rs

Capital 50000 Sundry Debtors 24000

Loan from Bank 20000 Bills Payable 8000

Cash in hand 2500 Drawings 6000

Cash at Bank 12800 Building 25000

Closing stock 24700 Furniture 4500

Sundry creditor 15000 Investments 15000

Net Profit 21500

Solution :

A. Liquidity order

Balance sheet of M/s Bharat & Bros as on 31st Dec., 2006

Rs Rs

Bills Payable 8000 Cash in hand 2500

Sundry creditors 15000 Cash at Bank 12800

Loan from Bank 20000 Sundry Debtors 24000

Add Net Profit 21500 Investments 15000

71500 Building 25000

Less drawings 6000 65500 Furniture 4500

108500 108500

B. In permanency order

Balance sheet of M/s Bharat & Bros as on 31st Dec., 2006

Rs Rs

Capital 50000 Building 25000

Add Net Profit 21500 Furniture 4500

Less drawings 6000 65500 Investments 15000

Loan from Bank 20000 Closing stock 24700

Sundry creditors 15000 Sundry Debtors 24000

Bills payable 8000 Cash at Bank 12800

Cash in hand 2500

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Notes

I. Arrange the following Assets in (i) Liquidity order (ii) Permanency order. (i) Closing stock

(ii) Furniture (iii) Cash in hand (iv) Investments

(v) Bills Receivable (vi) Goodwill

(vii) Building (viii) Debtors

II. Arrange the following items of liabilities (i) Liquidity order and (ii) in permanency order

(i) Bills Payable (ii) Sundry Creditors (iii) Loan on Mortgage (iv) Outstanding Expenses

(v) Capital

14.3 CLASSIFICATION OF ASSETS AND LIABILITIES

Assets and Liabilities are of various types. These can be classified as under:

(a) Fixed Assets

These are the assets that are purchased for permanent i.e. long term use and these help the business to earn revenue. Examples of such assets are Building, Machinery, Motor Vehicle, etc. These assets are not for sale in ordinary course of business but can be disposed off, if no more needed for business use.

(b) Current Assets

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Notes

of one year. Examples of such assets are : cash in hand, cash at bank, bill receivable, debtors, stock etc.

(c) Tangible Assets

These are the assets that can be seen, touched and have certain volume. Building, Machinery, goods etc. are tangible assets.

(d) Intangible Assets

Assets which can neither be seen nor touched and have no volume are called intangible assets. Patents, trademark, goodwill etc are the examples of such assets.

(e) Liquid Assets

These are the assets which are either in cash or can be easily converted into cash. For example cash, stock, marketable securities etc.

(f) Wasting Assets

These are the assets which exhaust or reduce in value by their use. Mines, quarries etc come under this category.

(g) Fictitious Assets

These are not the real assets. These are the items of such expenses and losses which have not been written off in full. For example, preliminary expenses, under writing commission, etc.

Liabilities

Liabilities can be classified as follows :

(a) Long term Liabilities

These are the liabilities which are not payable during the current accounting year. Generally, the funds raised through such means are used for purchase of fixed assets. Examples of such liabilities are loan on mortgage, loan from financial institutions.

(b) Current Liabilities

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Notes

and Not for Profit Organisations _{(c) Owners’ funds}

The amount owing to the proprietor or proprietors is called owners’ funds. As per business entity concept this is a liability of the business. Apart from capital it also includes undistributed profits and reserves. Amount of drawings by the proprietor is deducted from it.

I. Write the type of assets against the items given below : (i) Goodwill ...

(ii) Bills Receivable ... (iii) Preliminary Expenses ... (iv) Mines ... (v) Furniture ...

II. Write the type of liabilities against the items given below : (i) Loan on mortgage ...

(ii) Creditors ... (iii) Outstanding expenses ... (iv) Capital ...

14.4 PREPARATION OF BALANCE SHEET

Balance sheet has two sides : Assets and Liabilities. On the assets side we write all types of assets such as Cash, Bills Receivable, Stock, Building etc. On the liabilities side all liabilities, are written both long term liabilities and current liabilities, such as Bills Payable, trade creditors, bank loan etc. Next we write owners’ capital. Net profit is added to it. If there is net loss it is deducted from the capital. Amount of drawings is also deducted from the capital. Finally the two sides are totalled and the totals should agree.

Illustration 4

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Notes

Dr. Cr.

Particulars Balances Particulars Balance

Rs Rs

Cash in hand 500 Capital 70000

Motor car 25000 Discount Received 2000

Drawings 48000 Sales 230000

Legal charges 1500 Creditors 46000

Plant & Machinery 60000 Interest on investment 5200

Investments 40000 Purchases Return 3800

Opening stock 35000 Bills payable 34000

Sales Returns 2500 Salaries 12000 Discount allowed 600 Carriage Inward 1800 Wages 21000 Postage 400 Debtors 60000 Interest 1500 Insurance Premium 1200 Purchases 80000 391000 391000 Closing stock as on 31.3.2006 Rs 28000 Solution : Trading A/c

Dr. Cr.

Rs Rs

Opening stock 35000 Sales 230000

Purchases 80000 Less sales Returns 2500 227500 Less purchase return 3800 76200 Closing stock 28000

Wages 21000

Carriage Inward 1800 Gross Profit transferred

to Profit & Loss A/c 121500

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Notes

and Not for Profit Organisations _{Profit & Loss A/c}

Rs Rs

Salaries 12000 Gross Profit transferred

from Trading A/c 121500 Insurance Premium 1200 Discount Received 2000 Discount allowed 600 Interest on Investments 5200

Postage 400

Interest 1500

Legal charges 1500

Net Profit Transferred

to Capital A/c 111500

128700 128700

Balance Sheet As on 31st March, 2006

Rs Rs

Bills Payable 34000 Cash in hand 500

Capital 70000 Debtors 60000

Add Net Profit 111500 Closing stock 28000

181500 Investments 40000

Less drawings 48000 133500 Motor car 25000

Creditors 46000 Plant & Machinery 60000

213500 213500

Illustration 5

Following is the Trial Balance extracted from the books of Jasmine Enterprises as on 31st March, 2006. Prepare Trading and Profit & Loss A/c from the information given in Trial Balance for the year ending 31st March, 2006. Also prepare the Balance Sheet as on that date.

Dr. Cr.

Particulars Amount Amount

(Rs.) (Rs.)

Stock (1.4.2005) 18500

Purchases & Sales 78500 154200

Return Inwards & Return Outwards 2200 2500

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Notes

Bills Receivable & Bills Payable 14000 21000

Commission paid 2000 Audit fees 1800 Building 65000 Furniture 12000 Salaries 14000 Telephone charges 4200 Insurance 2100 Discount allowed 1000 Octroi 1200 Wages 16000 Freight Inward 2400 Bad debts 600 Depreciation 4200 Bank loan 32000

Cash in hand and at Bank 25000

Capital 100000 Drawing 16500 Machinery 30000 327700 327700 Stock as on 31.3.2006 Rs 19600 Solution : Trading A/c

For the year ended 31st March, 2006

Dr. Cr.

Rs Rs

Stock (1.4.2005) 18500 Sales 154200

Purchases 78500 Less Return Inward 2200 152000 Less return outward 2500 76000 Closing stock 19600

Wages 16000

Freight Inward 2400

Octroi 1200

Gross Profit transferred

to Profit & Loss A/c 57500

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Notes

and Not for Profit Organisations _{Profit & Loss A/c}

For the year ended 31st March, 2006

Rs Rs

Salaries 14000 Gross Profit transferred

from Trading A/c 57500 Insurance Premium 2100 Bad debts 600 Depreciation 4200 Audit fees 1800 Discount allowed 1000 Commission paid 2000 Net Profit Transferred

to Capital A/c 27600

57500 57500

Balance Sheet As at 31st March, 2006

Rs Rs

Bills Payable 21000 Cash in hand & at Bank 25000 Sundry creditors 18000 Bill receivable 14000

Bank Loan 32000 Sundry Debtors 16500

Add Net Profit 27600 Machinery 30000

127600 Building 65000

Less Drawings 16500 111100 Furniture 12000

182100 182100

Fill in the blanks with appropriate word/words :

(i) The amount by which credit side of Trading A/c exceeds the debit side is written as ...

(ii) The amount by which debit side exceeds the credit side of Profit & Loss A/c is written as ...

(iii) The totals of the two sides of the Balance sheet should always be ...

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Notes

WHAT YOU HAVE LEARNT

1. To prepare Trading Account on the debit side we write opening stock, net purchases and direct expenses on the credit we write net sales and closing stock. The difference of the two sides is calculated which may be Gross Profit or Gross Loss. The same is transferred to Profit & Loss Account.

2. All items of revenue expenditure and losses are written on the debit of Profit and Loss Account and the on the credit we write items of revenue receipts and gains. The difference of the two sides is calculated which may be either Net Profit or Net Loss.

3. Balance sheet is a statement showing the financial position of a business unit on the last date of the accounting year.

4. Balance sheet is a systematic presentation of what a business unit owns and what it owes.

5. Balance sheet has two sides Assets and Liabilities.

6. Assets and Liabilities may be written in (i) Liquidity order or (ii) Permanency order.

7. Assets may be classified as : fixed assets, current assets, tangible assets, intangible assets, liquid assets, wasting assets and fictitious assets. 8. Liabilities can be long term liabilities, current liabilities and owners

funds.

TERMINAL EXERCISE

1. State the steps taken while preparing Trading Account.

2. Explain the term Balance Sheet. Also explain the objectives of preparing a Balance sheet.

3. Explain showing assets in ‘liquidity order’ and ‘permanency order’ in a Balance Sheet.

4. Explain the following types of assets with two examples each : (a) Intangible Assets (b) Fictitious Assets

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Notes

and Not for Profit Organisations _{5. What are owners’ funds ?}

6. From the following information extracted from the books of P. Mukherjee, prepare Trading Account for the year ending 31st March, 2006.

Rs Rs

Opening stock 6500 Cash 4500

Purchases 45000 Office expenses 3200

Sales 72000 Office Rent 6800

Return Inward 1500

Return Outward 500

Carriage on Purchases 1200

Wages 4800

Fuel & Power 3200

Closing stock on 31st March, 2006 was Rs 8600

7. From the following information of Rashmi prepare Profit & Loss Account for the year ending 31st March, 2006.

Rs Rs

Gross Profit 64800 Discount Received 600

Bad debts 1500 Commission Received 2100

Depreciation 2500 Freight outward 1600

Office rent 4800 Prepaid Insurance 600

Insurance 3200 Salary 6400

Telephone charges 1700 Stationery 700

Interest on loan 2400 Furniture 6000

Building 50000

Closing stock as on 31st March, 2006 Rs 20000

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Notes Trial Balance of M/s Krishna Murthi Garments

as at 31st March, 2006

Dr. Cr.

Particulars Balances Balances

Rs Rs Cash in hand 2000 2000 Bank overdraft 35000 Stock (1.4.2005) 32000 Purchases 80000 Freight Inward 4000 Custom duty 5500 Power 6500 Machines 40000 Furniture 20000 Sales 165000 Bills Payable 18000 Sundry Debtors 28000 Sundry creditors 22000 Salaries 6500 Salesmen’s commission 7800 Rent of Godown 7200 Insurance 2400

Land & Building 75000

Carriage on sales 3600

Advertisement 4500

Capital 100000

Drawings 15000

340000 340000

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Notes

ANSWERS TO INTEXT QUESTIONS

Intext Questions 14.1

(i) Trading A/c credit

(ii) Profit & Loss A/c debit (iii) Profit & Loss A/c credit

(iv) Trading A/c debit

(v) Trading A/c debit

(vi) Trading A/c credit

(vii) Profit & Loss A/c debit (viii) Profit & Loss A/c credit

I. Liquidity order Permanency order

Cash in hand Goodwill

Bills Receivable Furniture

Sundry Debtors Building

Closing stocks Investments

Investments Closing stock

Building Sundry Debtors

Furniture Bills Receivable

Goodwill Cash in hand

II. Liquidity order Permanency order Outstanding expenses Capital

Bills payable Loan on Mortgage

Creditors Creditors

Loan on Mortgage Bill payable

Capital Outstanding expenses

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Notes

II. (i) Long term liability (ii) Current liability (iii) Current liability (iv) Owner fund

(i) Gross Profit (ii) Net Loss

(iii) Equal (iv) Liabilities

Answers to Practical Terminal Questions

6. Gross profit Rs. 10300 7. Net Profit Rs 42700 8. Gross Profit Rs 75000

Net Profit Rs 44000

Total of Balance Sheet Rs 203000

Activity : Visit a number of business firms of your locality, parents of your friends and of your relatives and collect the information about assets which are not common because of the nature of their business and classify them into relevant categories. Name of the Nature of Name of the Category of the

firm business asset asset

1. 2. 3. 4. 5.